Executive Assistant to Director of Nursing

Job Title: Executive Assistant to Director of Nursing

Department: Nursing

Job Function: Nursing

Reporting to: Director of Nursing

Location: Blackrock Health Hermitage Clinic

Job Purpose

The role is responsible for providing secretarial and administrative support to the Director of Nursing in line with the requirements of the role. The objective of the role is to maintain the highest level of efficiency and confidentiality within the Department while always promoting the values of the hospital. To provide excellent IT skills to relation to recording, tracking and filing confidential documentation. As a key member of the frontline team, the EA will demonstrate a professional and engaging style and facilitate effective communication with colleagues in the hospital. The position requires a collaborative and supportive approach to the development of services and structures, embracing continuous quality improvement and the implementation of changes necessary to achieve organisational objectives.

Job Background/Context

Blackrock Health Hermitage Clinic is a private hospital providing a full range of medical and surgical care across a broad spectrum of specialities. Blackrock Health Hermitage Clinic receive referrals via Health link to all Department’s, Specialities and Consultants across the hospital. Our GP referrers can quickly and securely send referrals directly from their Patient management system, reducing administration time and postal costs whilst providing them with reassurance that their referral has been received and is being managed

Key Responsibilities

Operations

• Thoroughly comprehend all aspects of EA role in diary management, typing confidential reports and arranging documentation prior and post various committee meetings.
• Ensure all correspondences are transcribed and proof read in an accurate and timely manner.
• Provide support in the co-ordination of the work of the office functions and the committees for which the Director of Nursing (DON) is responsible.
• Take and prepare minutes as required at meetings i.e. Monthly Clinical Nurse Managers meeting and Nursing Executive and others as required.
• Undertake typing, word processing of correspondence, documents, forms agendas and reports.
• Prepare professional presentations, reports and publications for the DON
• Maintain robust correspondence systems ensuring chronological filing and timely follow-up on outstanding responses
• Prioritise, filter or redirect written, electronic and verbal communication to be dealt with personally or brought to the attention of the DON
• Ensure all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner.
• Deal with confidential sensitive/contentious information with colleagues and service users.
• Organise and plan events as necessary and provide supporting information material as required.
• Keep the DON fully appraised and aware of all daily events requiring attention or awareness
• Organise travel and coordinate itineraries on behalf of the DON
• Multi-task and prioritise work throughout the day, responding to requests as necessary ad adjusting work schedules accordingly.
• Take ownership of workload and meet deadlines without close supervision.
• Ensure all compliments and complaints are dealt with in a timely manner, ensuring Director of Nursing is aware of all compliments and complaints received. Liaise with EA to Chief Executive and EA to the Chief Operations Officer on a regular basis.
• Develop and maintain a comprehensive record / filing system.
• Continually develop effective interpersonal and communication processes to ensure the delivery of an effective service.
• Liaise with internal departments and external agencies as appropriate.
• Process general enquiries and ad-hoc requests for information as appropriate.
• Ensure all targets are met within the nursing administration department.
• Provision of clerical administration support to Senior Nurse Managers.
• Collect, compile data and statistics and produce regular and ad-hoc reports as required i.e. Patient Satisfaction Survey data.
• Participate in continuing education and development activities consistent with the position.
• Provide Human Resource administration for the nursing division in co-operation with the HR division, to ensure compliance with current legislation and best practice i.e. annual NMBI (Nursing and Midwifery Board of Ireland) registration record for all nurses in the Hermitage Clinic – full time, part time and bank pool.
• Work closely with EA to CEO and EA to COO and cross cover where required.

Communications

• Demonstrate a clear understanding of the role of the DON’s office and to participate in the overall delivery of their function within the hospital
• Facilitate effective communications with other members of the office,
• Effectively handle queries directed to the DON’s office – assessing, recording and passing on queries, ensuring that such enquiries are dealt with in a timely manner and responses recorded.

Quality Improvement, Risk Management & Legal

• Ensure compliance with all relevant Hermitage l Clinic guidelines, policies, procedures and relevant legislation and regulatory requirements.
• Participate in the continuous review and evaluation of policies, guidelines and existing practices through regular audit programmes and review engaging with the multi-disciplinary team where required.
• Assist in projects and programmes of improvement
• Assist in promoting a culture of continuous quality improvement across the hospital in conjunction with COO’s & CEO’s EA
• Participate in the requirements of the hospital’s accreditation process.
• Participate in the requirements of the hospital’s risk management programme.
• Assist in ensuring a culture of safety, promoting positive reporting of incidents and near misses; investigate and take remedial action on incidents or near misses involving patients and staff according to hospital policies, protocols and guidelines.

Essential Criteria

Knowledge / Experience

• At least two years’ experience in a similar role
• High level of administrative competency with a good knowledge of the hospitals and its structure
• Excellent IT skills – Microsoft 365 and Microsoft Office Suite, e.g. Word, Excel, Access, Outlook, PowerPoint, etc.
• Possess strong knowledge, awareness and expertise of administration including workflow processes.
• Proficient in preparing Visual presentations
• Proficient in Data Extraction for analysis and power point presentations

Skills/ Competencies

• Relationship management
• Written /numerical/analytical skills
• Accuracy/attention to detail
• IT Skills
• Problem solving/solutions focused
• Planning and organising skills
• Flexibility/adaptability
• Proactive/Can do attitude
• High tolerance for dealing with ambiguity
• Communication and interpersonal skills
• Team player

Desirable Skills

Knowledge/ Experience

• Previous experience in healthcare

This Job Description is intended as a basic guide to the scope and responsibilities of the position and is subject to regular review and amendment. The role holder will be required to be flexible in this position and is expected to facilitate working additional hours on occasion, when requested.

Hiring organisation: Blackrock Health Hermitage Clinic

addressLocality: Lucan, Co. Dublin, Ireland

Country: Ireland

Employment type: fulltime